Introduction

This Procedure reflects Leisuresec (hereinafter known as the Company) commitment to meeting its obligations with respect to lone and out of hours working. The purpose of this Procedure is to outline the health and safety issues associated with lone workers and to provide Line Managers with sufficient information to ensure the safe working environment of lone workers. 

The general duties of the Health & Safety at Work etc. Act 1974 and more specific duties of the Management of Health & Safety at Work Regulations 1999 (as amended) requires the company to provide a safe environment, safe equipment and safe systems of work for its employees and those working on its premises. Guidance has been taken from the HSE publication INDG73 rev4. These requirements are applicable to all work situations, including where staff (and others) are working alone on site or off site and including outside normal working hours. 

This Procedure is not intended to be restrictive or provide definitive guidance on lone working. Where any doubt exists as to the action to be taken or advice or assistance required, contact should be made with the Company’s Health & Safety Representative. 

Scope

This Lone Working procedure deals with requirements and methods to be employed when any operative or staff member is required to work in solitary conditions or alone. This includes those instances of both working at home and working on site and might include:

• Working or attending isolated buildings or sites 
• Carrying out patrols or static site duties in isolation 
• Planned out of hours/overtime working in or around unoccupied buildings or sites

Lone workers are those who work by themselves, without close or direct supervision. Lone working is not to be confused with the chance occurrence of finding oneself on one’s own; for example, arriving first or leaving last, or going into an unoccupied room such as a storeroom. The Procedure is intended to cover persons who are required to or find themselves within a “lone working” situation.

There may be situations when it is not possible or practical for staff to work in pairs or groups. Particular attention will be needed to ensure that working alone does not make staff more than reasonably vulnerable. 

Overview

The Operational Manager(s) will ensure that in all circumstances involving security activities, a Supervisor/Team Leader will be appointed. In the areas of the company activity which do not require more than one operative, it is the responsibility of the Operational Manager(s) to assess any disproportionate risk involved and to implement a method of working or the introduction of safeguards to as far as is practical to minimise any risk to any personal health or safety to the individual involved.

Responsibilities

Related Documents

1. Health & Safety Policy
2. Health & Safety Organisation
3. Health & Safety Procedures and Requirements (Safety Management System)

Procedure 

Home Working

No member of staff may work from home without prior agreement from their Line Manager.

It is the responsibility of the authorising manager to satisfy themselves, in conjunction with the Health and Safety Manager, that the home working conditions, equipment and facilities are suitable for purpose, safe, satisfactory and are within the H&S requirements. Wherever feasible and possible, a Risk Assessment by the Health & Safety Manager or his/her representative, should be undertaken of the home situation, in so far as lone working is concerned, to a standard to satisfy themselves that the conditions for working are within the guidelines and good practice which would cover:

1. Fire
2. Adequate provision of rest, hygiene, and welfare facilities
3. Theft/intruders
4. Sudden illness/emergencies.
5. Effects of social isolation
6. Communication systems
7. Lack of supervision and training.
8. Seating
9. Manual Handling
10. Workplace layout

Details of Risk Assessments will be maintained by the Office. Responsibility for ensuring Risk Assessments are undertaken is that of the Operational Manager(s). The H&S Manager in conjunction with the Operational Manager(s) will ensure that any requirements identified during the Risk Assessment are implemented and that the staff involved are fully aware of their own “lone working” responsibilities are concerned.

On Site Working

Where a potential lone working situation is identified, it is the responsibility of the Operational Manager(s) to ensure that an adequate Risk Assessment/s have been undertaken or identified within the Risk Assessment for the project/job to be undertaken.

The Operational Manager(s) is responsible for ensuring that the recommended and/or required precautions are provided and implemented. 

The security officer is responsible for informing the Operational Manager(s) of any potential change in circumstances which may result in a lone working situation of significance arising.

Summary of possible control measures: 

• Telephone Company and leave itinerary of visits 
• Telephone Reception 
• Sign in and out at site reception 
• Carry attack alarm 
• Arrange additional security escort 
• Carry mobile phone 
• Regular timed calls in to a supervisor / manager
• Ensure electronic diary is kept up to date and read-only access given to Line Manager/Supervisor 

It is the lone worker’s responsibility to action specific control measures if they assess that these are required. Where it is not possible to devise arrangements for a person to work alone in safety then the work/activity is not to be permitted and alternative arrangements must be considered.

Where a worker is likely to be working or travelling through a remote area where there may be little access to services, and there may be no mobile phone signal this must be reflected in the risk assessment and steps taken to reduce the risk and ensure that the workers have access to welfare and other facilities. It is the responsibility of the Operational Manager(s) to ensure that the necessary provision is made to ensure as safe a condition of working as can reasonably be expected. If there is a potential on site lone working situation the following procedures as set out below are to be followed.

Advise the Operational Manager(s) which building or room you are located/working in or near the telephone number, expected duration of your stay and in broad terms what work you will be doing, e.g. hourly site patrols

If you are working in an unoccupied building outside of normal working hours or at weekends, you should inform the any client security officer on duty at the site and your Line Manager to let them know where you are and how long you will be there. Never work in an area without local access to a telephone or radio.

Ring the on-site Security at least every hour or more often as identified by the Supervisor if carrying out a lone higher risk activity. Likewise, if you are working past the normal working hours in an evening, inform the any on site security officer on duty that you are still in the building and advise them when you finally leave. 

Travelling

During the course of working for the company, it is possible that staff will be required to travel between sites and or locations. 

It is the responsibility of the member of staff to advise the Operational Manager(s) or Office of the movement between sites to include expected departure and arrival times.

It is a requirement that all staff and operatives carry mobile phones/radios to ensure that contact can be made with the Operational Manager(s) or Office. All company provided mobile phones will have entered, under the address book feature an entry for the contact in case of emergency, “ICE” to direct the caller to the Operational Manager(s).

When a risk assessment shows that there is a possible risk of violence, it is the responsibility of the Operational Manager(s) or Supervisor to provide personal alarms, walkie talkies, specified additional security requirements, etc. Training on how to use them is to be provided as required. Back up batteries and maintenance will be assured. Alarms and communication devices must be checked regularly.

Steps that might be considered would include:

• There should be a safe means of travel to and from the workplace/premises – including when working out of hours
• There should be procedures to assess time it will take to do the work and how frequently the employee should report in and what will happen if they don’t
• The employee must have access to toilets, rest, refreshment, and first aid equipment
• There needs to be a policy and procedures for reporting and responding to emergencies
• There must be consideration to the ease with which emergency services are able to reach the isolated area easily and safely without hindrance.

Records

Copies of the Risk Assessments and all related documents are to be retained for a minimum period of three years either on paper or on computer.

Review of Policy 

The Policy shall be reviewed on an annual basis or when change arising to legal requirements, standards or as a result of the review of the process.